Welcome


 

The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation. 

This page explains how to add, modify and delete mobility activities in KA1 youth projects. We are using a KA152 call 2022 project as an example. 

In the Mobility Activities section of your project in Beneficiary module you can fill in basic participant information and other details, save the information as a draft and continue to update the mobility activity either immediately or at a later stage. Where applicable, you can also manage and monitor participant reports. 

As you must provide information regarding the Sending and Receiving organisation for a mobility activity, all organisations participating in your project must be available in the Organisations of your project. Depending on the action type of your project, you may also have to add the related activities in your project before adding the mobility activities, as they may have to be linked to an activity

For general instructions on how to create and manage mobility activities in beneficiary projects in Beneficiary module, please see the page Add mobility activities to projects.

For a quick overview of Mobility Activities in Beneficiary module, please view the eLearning video.

It is also possible to complete all mobility activities using the import and export of mobility activities function, depending on the action type of the project. For a quick overview of import and export of mobility activities in Beneficiary module, please view the eLearning video. 

Draft mobility activities must be completed or removed before attempting to submit the beneficiary report, as they will not be considered in the budget summary. 

Mobility activities can only be managed by project contacts with edit rights in the project if the project status is Project ongoing

You must add activities in the Activities section first, in order to be able to associate the mobility activity to the relevant activity. See Activities in KA1 Youth mobility projects for details. 


Important

For specific conditions regarding Ukraine, see the page Project handling specifics related to the Russian aggression on Ukraine.

For compliance with the EU General Data Protection Regulation, please do not include any sensitive information about the participant's personal situation related to special needs, racial or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, health or sexuality.

 

Steps

1. Access "Mobility Activities" in the Content menu

In your project, click on Mobility Activities in the Content menu.

The Mobility activities screen is displayed. All the mobility activities that you add will be shown here. Initially the list is empty. 

Once items are added to the list, the following icons become available under the Actions column:

  1. Delete - click on this icon for the desired item and follow the onscreen instructions to delete it.
  2. View - click on this icon to open the details of the selected item in read-only mode. All fields are greyed out and you will not be able to change any details.
  3. Edit - open the details of the selected item in edit mode. Make the desired changes, then click on the Save button at the bottom of the screen to save the updated information.

See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.

In addition, you have the option to copy an existing mobility activity using the Duplicate (4) functionality. See Duplicate a Mobility activity for details. 

Access Mobility Activities

1.1. "Provide access to OLS" button in Mobility activities list (Call 2022) 

In KA151, KA152, KA153, and KA154 projects, in the list of individual mobility activities, the button Provide access to OLS  is available. The button displays if the logged in user is a contact of the beneficiary or participating organisation with edit access in the project, and is flagged as OLS Administrator within the project. It allows you to provide access to OLS in the EU Academy for multiple mobility activities at once. 

See the page Provide access to OLS for details.


2. "Create" the Draft mobility activity

2.1. Click on "Create" and fill in the details

Click on the Create button in the mobility list screen.

Click on the Create button in the mobility list screen

2.2. Fill in the mandatory fields to create the draft mobility

The  Create a Draft Mobility activity  screen opens. This is the first of two parts of the form and requires you to provide basic information on the mobility activity, including the participant's name. All fields are mandatory, which is indicated by a red asterisk ( * ).

Note the following:

  1. The mobility activity status at this point is DRAFT and is shown in orange at the top right corner of the screen. 
  2. M obility activity ID - The Mobility activity ID is created automatically when adding a mobility activity in a project. It is a combination of the last digits of the project reference followed by MOB and an incremental number, e.g. 005041-MOB-00001. The Mobility activity ID can be changed, but it must be unique in the project.
  3. The Activity Type drop-down values differ according to the action type of your project. See Activity Types in projects for additional information.
    Note: Once you start filling in the mobility activity details, it is still possible to change the activity type but you may lose certain activity-specific information.
  4. Please ensure you provide the correct participant email address, as the notifications to fill in the participant report will be sent to this address.
  5. The mobility activity Start date and End date must be within the project dates and the mobility activity duration must comply with the rules for the associated activity type. Once you fill in the dates, the mobility activity duration is highlighted by an orange timeline within the project duration, which is indicated by a blue timeline.
  6. Update the Receiving country, if required, and provide the Main instruction language, using the available drop-down list.
  7. Click on the Save button to save the mobility activity as draft or click on the Back button to return to the list of mobility activities. The mobility activity will not be saved as a draft. 

In order to complete the draft mobility activity registration you must fill in all the mandatory fields, marked with a red asterisk ( * ). After saving the draft mobility details, the mobility activity can be completed at a later stage. 

Create a draft mobility screen

2.3. Click "Save"

Click the Save button at the bottom of the Create draft mobility activity screen to save the basic details.

Click on Save to save the draft mobility activity

2.4. Draft mobility activity created

Once saved, the draft mobility activity is created and you are redirected to the mobility activity details screen, where you can now provide all required details to complete the mobility activity. See below for the next steps.

If you do not want to complete the mobility activity at this time, click on the Back button at the bottom of the screen to return to the list of mobility activities. 

Draft mobility activity created

The mobility activity just added is displayed in the list of List of mobility activities, in status Draft.

Mobility activity added to the list of mobility activities in the project

 

3. Complete ("Edit") the mobility activity

Tip

Save your changes regularly when completing a mobility activity.

3.1. Click "Edit" in the mobility activities list

In the list of mobility activities, click the Edit icon next to the one you want to complete. The mobility activity screen will open in edit mode, and you can fill in the remaining information.

Click on Edit to update the mobility activity information

3.2. Mobility activity screen - general functionality

3.2.1. Sections and mandatory fields

The mobility activity screen consists of several sections. You can expand and collapse each section for easier navigation, by clicking on the section title or the arrow (>) on the right side of each section.

The available sections depend on the activity type for the mobility activity and action type of your project. By default, all sections are expanded when accessing the screen. 

Mandatory fields to complete within the form are marked with a red asterisk ( * ) and display Value missing.

Possible sections in mobility activity details 

Here are the available sections in a mobility activity linked to a preparatory visit in a KA152 call 2022 project. 

Sections in a mobility activity linked to a preparatory visit

3.2.2. The "Save" and "Back" buttons

The Save and Back buttons are located in the bottom right corner of the screen. Click the Save button regularly to save the information as you fill in the form. Click on the Back button to return to the list of mobility activities. 

Tip

Save your changes regularly when completing a mobility activity.

Save and Back buttons are located in the bottom right corner of the screen


4. Fill in the "Activity" section

Click on the Activity drop-down box and select an activity from the ones you had recorded in the Activities section of your project. The Country of destination field and the Is this activity itinerant? checkbox will be filled in automatically, in accordance with the details you had provided for the selected activity.

In our example, we have selected a Youth participation mobility activity, which we had previously defined in the Activities part of the project as itinerant. 

Fill in the Activity section


5. Fill in the "Mobility Activity" section

In the Mobility Activity section you can change the Mobility activity ID and/or can, for example, flag the mobility activity as Force majeure.

The Mobility activity ID is created automatically when adding a mobility activity in a project. It is a combination of the last digits of the project reference followed by MOB and an incremental number, e.g. 005041-MOB-00001. The Mobility activity ID can be changed, but it must be unique in the project.

The available flags depend on the Activity Type. The Participant flag is checked by default, but it can be changed to a different value such as Accompanying person, if applicable.

Here is an example of the Mobility Activity section in a KA152, call 2022, project for Activity type Youth exchanges - Member States and associated countries. In this case, the field Participant Group is additionally available and must be completed.

Fill in the Mobility Activity section

5.1. "Accompanying Person" flag

An Accompanying Person is

A person who accompanies participants (learners, staff, young people or youth workers) in a mobility activity in order to ensure their safety, provide support and assistance, as well as assist with the participant’s effective learning during the mobility experience. In individual activities, an accompanying person may accompany participants with fewer opportunities or minors and youngsters with little experience outside their own country. In case of group activities in the field of education and training, qualified education staff must accompany the group to facilitate the learning process.

Source: Erasmus+ Programme Guide Online, Glossary

In Beneficiary projects, check the Accompanying Person flag to indicate that a participant in an activity (i.e. mobility activity, group activity, participations, events, etc.) is considered an accompanying person. 

A participant flagged as Accompanying person cannot be a participant with fewer opportunities at the same time. 

Accompanying Person flag

5.2. "Blended mobility activity" flag

Blended mobility activity refers to an activity combining a physical mobility activity with a virtual mobility component. 

In Beneficiary projects, the Blended mobility activity flag can be checked to indicate that the mobility activity is carried out in a blended format (physical activity abroad combined with a virtual component). If this flag is checked, you may also have provide details about the virtual components in other sections of the mobility activity screen, depending on the action type of the project.

Blended mobility activity flag

5.3. "Force majeure" flag

Force majeure is:

An unforeseeable exceptional situation or event beyond the participant's control and not attributable to error or negligence on his/her part.

Source: Erasmus+/European Solidarity Corps programme guides 2023, Glossary

Force majeure situations can arise anywhere and at any time, and include factors such as sudden disease, accidents, death, earthquakes and other causes.

In a project, check the Force majeure flag to indicate that a project activity (i.e. mobility activity, group activity, participations, events, transnational project meetings, etc.) is considered as a case of force majeure.

When you check this flag (tick box), certain fields and grants for the activity may be affected and must be checked and/or updated.

In addition, you must fill in the additional Force majeure explanations field, describing the facts that prove the activity should be accepted as a case of force majeure.

Take note

The current implementation does not include any specific conditions related to Covid-19 as a force majeure situation.

Force majeure flag

In addition, if the force majeure flag is set,  certain duration and grant fields are affected as follows: 

  • Duration Calculated (days): The business rule checking the minimum and maximum duration will no longer apply in case of Force Majeure.
  • Duration of the Mobility activity Period (days): The business rule checking the minimum duration will no longer apply in case of Force Majeure.
  • Travel Support Grant: The field becomes editable. If any values were already present they are preserved.
  • Individual Support: The field(s) becomes editable. If any values were already present they are preserved.
  • Organisational Support: The field becomes editable. If any values were already present they are preserved.
  • Inclusion support for organisation: The field becomes editable. If any values were already present they are preserved.
  • Participant report: Participant reports are not required for mobilities flagged as force majeure and having a duration of 1 day (i.e. cancelled mobility activities, for which the start and end date are the same). 

6. Fill in the "Participant" section

The information required in the Participant section varies per action and activity type. Some details are already filled in as they were provided in the first step of creating the mobility activity.

The Participant ID field is available in mobility activities in Beneficiary module, allowing you to provide a unique alphanumeric participant identification. The Participant ID field is not mandatory. 

If a Participant ID is provided, it must be unique for the participant in the project. 

Participant ID field

For compliance with the EU General Data Protection Regulation, please do not include any sensitive information about the participant's personal situation related to special needs, racial or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, health or sexuality.


Here is the participant section in a KA152, call 2022, project for Activity type Youth exchanges - Member States and associated countries.

Participant section in a KA152 call 2022 project

6.1. Participant Flags

The  Participant section includes a variety of flags that can indicate the participant's role in the mobility activity.

The available flags vary, depending on the action type and activity type. They may affect other fields in the participant and budget sections, as well as require additional data to be provided at project level.

6.1.1. "Online language support (OLS)" flag

In beneficiary projects, when providing information for participants in, for example, individual mobility activities or participations, the OLS flag (checkbox) may be available. Checking this flag will indicate the person is entitled for the Online Language Support.

The Online Language Support (OLS) is designed to help Erasmus+ and European Solidarity Corps participants improve their knowledge of the language in which they will work, study or volunteer abroad so that they can make the most out of this experience.

Source: https://erasmus-plus.ec.europa.eu/resources-and-tools/online-language-support

For KA121, KA122, KA131, KA151, KA152, KA153, KA154, KA171, KA182 and ESC51 projects it will be possible to provide access to OLS in the EU Academy directly from the beneficiary project, by using the Provide access to OLS button.

It will be possible to provide access to OLS as OLS Learner for participants in, for example, individual mobility activities or participations, as well as for OLS Administrators, meaning for contacts of participating organisations in a project. 

 

This flag is not available for participants involved in preparatory visits nor for participants flagged as Group Leader, Accompanying Person, Trainer/Facilitator or Decision Maker. 

See the page  Provide access to OLS for details.

OLS flag checked and Provide access to OLS button available

6.1.2. "Incoming international participant (under special conditions)" flag

In beneficiary projects, the Incoming international participant (under special conditions) flag available in, i.e. mobility activities, physical events, participations, etc. indicates that the mobility activity involves a participant that has left Ukraine due to the war and has carried out or is carrying out an activity, i.e. in an eligible participating country. This flag may change the standard conditions regarding the sending and receiving countries, as well as certain grant calculations, depending on the action type of your project.

Information

The flag is not applicable for participants of type Accompanying Person.

Incoming international participant (under special conditions) flag


7. Complete the "Inclusion Support" section, if applicable

7.1. "Participant with fewer opportunities" flag

A Participant with fewer opportunities is 

People with fewer opportunities means people who, for economic, social, cultural, geographical or health reasons, a migrant background, or for reasons such as disability and educational difficulties or for any other reasons, including those that can give rise to discrimination under article 21 of the Charter of Fundamental rights of the European Union, face obstacles that prevent them from having effective access to opportunities under the programme.

Source: Erasmus+ Programme Guide Online, Glossary

In Beneficiary projects, check the Participant with fewer opportunities flag to indicate that a participant in an activity (i.e. mobility activity, group activity, participations, events, etc.) is considered a participant with fewer opportunities. 

Participant with fewer opportunities flag

A participant flagged as having fewer opportunities cannot be an accompanying person, group leader, trainer/facilitator or a decision maker, etc. For each participant with fewer opportunities you must fill in the  Fewer Opportunities section of your project.

7.2. Inclusion support for participants

In the Inclusion support section of the mobility activity details screen in Beneficiary module you can request additional costs directly linked to participants with fewer opportunities and their accompanying persons. For details, consult the Erasmus+ Programme Guide.

The availability of this type of support depends on the action type and/or call year of your project. Where applicable, the Inclusion support for participants field is displayed if the participant is flagged as Participant with fewer opportunities and initially displays a value of 0 EUR. You can update the field as per your needs. 

You may be required to fill in the Description and justification for inclusion support for participants if the provided value for Inclusion support for participants is higher than 0 EUR. The availability of this field depends on the action type and/or call year of your project. 

Example of Inclusion support for participants in a KA131, call 2021, project without the field Description and justification for inclusion support for participants.

Example of Inclusion support for participants in a KA131, call 2021, project

Example of Inclusion support for participants in a KA155 project with the field Description and justification for inclusion support for participants available. 

Example of Inclusion support for participants in a KA155 project

Once the Participant with fewer opportunities flag is checked, the related fields become available in the Inclusion support section. Where required, provide the requested Inclusion support for participants in EUR in the respective field. The Inclusion support for organisations is pre-filled and read-only, except in cases of Force majeure.

You must not provide a Description and justification for inclusion support for participants, the field is not available in KA1 Youth projects. 

Inclusion Support section

7.3. "Inclusion support for organisation not requested" flag

The Inclusion support for organisations is pre-filled and read-only, except in cases of Force majeure.

The Inclusion support for organisation not requested flag in the Inclusion section of the mobility activity details is available if the participant is flagged as Participant with fewer opportunities. The availability of this flag depends on the action type and call year of your project. 

Check this flag if this type of support grant is not required for the mobility activity. Once checked, the value in the field Inclusion support for organisations is set to 0 EUR.

Inclusion support for organisation not requested flag


8. "Participant survey" section (conditionally available)

Information

In KA1 Youth projects the Participant survey section is not available for activity type Preparatory visits and for participants flagged as Accompanying Person, Trainer/Facilitator or Decision Maker.

For activity types Youth exchanges - Member States and associated countries and Youth exchanges - third countries not associated the Participant survey section is available only for participants flagged as a Group Leader.

Participants in Erasmus+ and European Solidarity Corps projects may be asked to provide feedback on their experience by completing a Participant Report

Automatic e-mails are sent to participants with an invitation to complete this report in EU Survey to share their feedback on the experience participating in a Mobility activity for Erasmus+ or European Solidarity Corps programmes.

The participant receives an e-mail with a dedicated link to the participant report. This link will not expire. The individual participant report is completed online in EU Survey and is offered in various languages.

The participant can save the survey as draft and submit it. After submission, the participant may download a PDF version of their feedback but they can not edit the form again.

In Beneficiary module, when adding, updating or viewing, for example, mobility activities or participations, the Participant Survey section may be available.

From here it is possible to monitor an individual participant report and check the relevant information from the moment the initial invitation to complete the report was sent to the participant. It is also possible to send reminders to participants to complete the report. 

Information

As the invitation e-mail for the participant report is sent only at specific dates in relation to the mobility activity, you will find the Participant Survey section initially empty. The participant report request will not be sent out if the mobility activity is in Draft status, meaning not completed, in your project.

Example of Participant Survey section where the initial email notification is ready to be sent

See the page Manage participant reports in projects for detailed information. 

Initially, upon creation of a mobility activity, no information is available in this section.


9. Add "Recognition Certificates", if needed

In Beneficiary module, in thRecognition Certificates section in Mobility activities you can specify up to three certificates to be offered to the participant, from the listed ones. Depending on the selected option, you may have to provide additional explanations. Certificates cannot be offered to participants flagged as Accompanying Person.

To add a certificate, click on Create new (1), then select the Certifying organisation and the Certification type (2) from the available drop-down lists, and click Save

Once the certificate is added (3), the Edit and Delete icons are available.

Example of Recognition Certificates section in mobility activity


10. Fill in the "From-To" section

The details to provide in this section vary, depending on whether the selected activity is itinerant or not and the activity type of the linked activity. The Individual support budget item is also affected by the itinerant nature of the activity. 

10.1. Non-Itinerant activity

Select the  Sending (1) and Receiving Organisation (2)  from the respective drop-down lists . The Sending Country , Sending City, Receiving Country and Receiving City are automatically filled in based on your selection, but they can be changed. 

Note

If the organisation you want to select as sending or receiving organisation is not available for selection, it must be added to the project from the Organisations section. 

You also must select a Distance band and Main means of transport (3), using the available drop-down list. The selected Distance band will automatically update the budget values with the correct travel grant for the activity type and distance band in the Budget section. 

Type the Real Distance in KM (3) between the sending and the receiving cities. The Real Distance in KM provided must be within the selected Distance band. This information will be used purely for statistical purposes to determine the carbon footprint of the activity. If the Main means of transport is considered sustainable, the Sustainable means of transport flag will be set. 

The field Duration (in days) (4) is prefilled with the calculated duration as per start and end date provided upon creation of the draft mobility activity and can be updated, if required. The field Individual support (5) is calculated and updated automatically as per the duration provided. It is read-only, with the exception in the case of Force majeure. 

Form To section in a non itinerant activity

In activities, the Distance Band indicates the distance between the place of origin and the venue of the activity the participant(s) in the activity has to travel. Main Means of Transport refers to the primary mode of transportation used by participants to travel to and from their host country. 

In Beneficiary projects, the Distance Band to choose from differs according to whether the selected Main Means of Transport is considered to be sustainable or not. 

Therefore, first select the Main Means of Transport, then select the applicable Distance Band from the respective drop-down lists.

A link to the official Erasmus+ Distance Calculator to calculate the distance is also available. 

Distance bands available depend on Main means of transport selected

Sustainable means of transport (green travel) is defined as the travel that uses low-emissions means of transport for the main part of the travel, such as bus, train or car-pooling.
Source: Erasmus+ Programme Guide, Glossary

Selecting a means of transport considered sustainable when updating mobility activities, events, participations or similar in your project, results in the Sustainable Means of Transport flag being automatically checked and the funded travel duration can be increased from maximum 2 to maximum 6 days.

10.2. Itinerant activity

If you had flagged the main activity as being itinerant, you have to fill in the travel details for each itinerary in the mobility activity, i.e. the distance between the place of departure and the destination. In this case, you can add up to 10 organisations involved in the mobility activity, therefore up to 9 receiving organisations and 9 itineraries.

  1. For the first itinerary, select the Sending Organisation and the first Receiving Organisation, using the available drop-down list lists. 
  2. Click on the Add itinerary button to add subsequent itineraries, as needed.
  3. For each of the subsequent itineraries, you must select the following Receiving Organisation, one per itinerary. The receiving country and city are automatically filled in. The Sending Organisation stays the same for each of the subsequent itineraries added.
  4. You must provide the Duration (in days) for each itinerary added. 
    • The field Individual support is calculated and updated automatically as per the duration provided for each itinerary. It is read-only, with the exception in the case of Force majeure.

Form To section in an itinerant activity

To remove an added itinerary, click on the blue Delete (bin) icon available for each itinerary. If there is only one itinerary added, the Delete icon will be inactive. 

Click on the blue delete (bin) button to remove an itinerary

You also must select a Distance band and Main means of transport , using the available drop-down list. The Distance band you select must cover the entire distance between the sending city and the final receiving city. Calculate and type the Real Distance in KM by adding up the real distance for each itinerary.  For each itinerary, the receiving city of the previous itinerary is considered the point of departure for calculating the real distance  toward the next receiving organisation/city . The rules for Main means of transport and  Sustainable Means of Transport  remain the same as for non-itinerant activities.

The duration in Funded travel Days is considered for the entire activity travel, not per itinerary.

The selected Distance band will automatically update the budget values with the correct travel grant for the activity type and distance band in the Budget section. 

Provide the distance band and related information

Where available and if applicable for the mobility activity, you can provide Comments on different location than sending/receiving organisations

Option to provide Comments on different location than sending and receiving organisations

10.2.1. "Activity taking place at seat of EU institution" flag (KA154, Call 2023)

The Activity taking place at seat of EU institution flag is available in the From-To section of the mobility activity details screen for itinerant activities in KA154 projects for each itinerary added. 

This flag indicates that the mobility activity takes place at the seat of an Institution of the European Union, even if in the project there are no participating organisations from the country that hosts the institution. Seats of the Institutions of the European Union are Brussels (Belgium), Frankfurt (Germany), Luxembourg (Luxembourg), Strasbourg (France), and The Hague (The Netherlands). 

Selecting this flag will result in the Receiving organisation field being empty and not editable. The drop-down list available for selecting the Receiving country will only display the countries where seats of EU institutions are located. You must select one of the available options, as per your needs. 

Activity taking place at seat of EU institution flag

10.3. Mobility activity linked to Preparatory visit

In the case of the mobility activity being linked to a Preparatory visit, only information regarding the Sending and Receiving organisation must be provided in the From-To section. 

From To section in mobility activity linked to a Preparatory Visit

10.4. "Travel Grant"

10.4.1. "Funded travel days" and "Travel Support"

Under Travel Grant you must provide the number of Funded travel days. The minimum and maximum allowed is displayed below the field. The Travel Support is calculated automatically and read-only, except in cases of Force majeure. 

Travel grant

10.4.2. "Travel Support - Grant not required" flag

In Beneficiary module, when adding or updating mobility activities in your project, the Travel support not required flag, also labelled Travel support - grant not required indicates that, for a mobility activity, this type of support grant is not required. The availability of the flag depends on the action type of your project and/or the activity type of the mobility activity. 

Once the flag is ticked, the related Travel Support grant is set to 0 EUR. 

Example of the Travel support not required flag in a KA131, call 2022, project

10.4.3. "Request Exceptional costs for expensive travel" flag

If the standard Travel Grant does not cover at least 70% of the eligible travel cost of the participant, you are entitled to request a grant to cover Exceptional costs for expensive travel instead of the standard travel grant.

Tick the relevant box for Request Exceptional Costs for Expensive Travel. Then type the Real Travel Cost in the relevant field. The Exceptional Cost for Expensive Travel Grant is calculated automatically as 80% of the Real Travel Cost. If you request the Exceptional costs for expensive travel grant, you must also fill in the additional field Exceptional cost for expensive travel description and justification.

This budget item is not available for mobility activities in Preparatory Visits.

Request Exceptional costs for expensive travel

10.5. "Request Exceptional Costs"

This cost item may be available in both individual mobility activities (From/To section) and group activities (Participants section), depending on the action type and/or call year of the project. For details on the covered exceptional costs, please consult the Erasmus+ Programme Guide.

To request a grant to cover Exceptional costs:

  1. Tick the Request exceptional costs flag.
  2. Type the Real cost in the relevant field. The Exceptional costs - grant is calculated automatically. The Support rate, for example 80% or 100% of the real costs provided, is displayed under the field Real cost for your reference and depends on the action type and/or call year of the project.
  3. Fill in the additional field Exceptional costs description and justification, which becomes available as soon as the real cost provided is higher than 0 EUR.

Here is an example of the exceptional costs request in a KA121, call 2021, project with a support rate of 80%.

Request exceptional costs in a KA121 call 2021 project

Here is an example of the exceptional costs request in a KA131, call 2021, project with a support rate of 100%.

Exceptional costs request in KA131, 2021, project


11. Review and update the "Duration" section, if required

In the Duration section, c heck and, if required, update the Start and End dates of the mobility activity. By default, the Start and End date are prefilled with the dates of the linked activity.

The  Duration calculated (days)  is calculated automatically and displayed. If the duration limits are not met, a warning message is displayed. The Duration Calculated (days) cannot be manually changed, except in cases of Force majeure.

If there is a break in the mobility activity, fill in the Interruption duration (days) with the number of days of interruption. This duration is subtracted from the total duration of the mobility activity. The interruption duration cannot exceed the total calculated duration in days.

The Duration of mobility activity period (days) indicates the duration in days of the mobility activity after having removed any interruption days. The days are calculated automatically. 

The Funded travel days you specified under Travel Grant are displayed and read-only. 

If part of the mobility activity duration is not funded via the Erasmus+ programme, specify the Non-funded duration (days). These days will be subtracted from the total duration.

The Funded duration (days) is automatically calculated based on the information provided in the previous fields.

The field Number of days in virtual mobility is only displayed for mobility activities flagged as Blended mobility activity.

Information

For Preparatory visits, only the Start Date, End Date and Duration Calculated (days) are displayed in the Duration section.

When the Duration  section is complete, the  budget section in the mobility activity is updated accordingly.

Duration section

11.1. Prefill Start date and End date from the linked activity or event flag (Call 2023)

The Prefill Start date and End date from the linked activity or event flag is available in the Duration section of the mobility activity details screen, when creating or updating a mobility activity in a KA1 Youth project from call 2023. 

When the flag is ticked, the Start date and End date fields become read-only, containing the dates as defined in the linked activity or event. 

Prefill Start date and End date from the linked activity or event flag


12. Review the "Budget" section

The Budget section is read-only and contains the totals for the various budget items such as Organisational Support, Individual Support or Inclusion support. All information is read-only and calculated based on the information provided throughout the form. In cases of Force majeure, the Organisational Support field can be updated.

The Mobility activity grant (calculated) provides the total of all costs for the mobility activity.

Here is the example of the Budget section in a KA152 call 2022 project, where the participant is a Participant with fewer opportunities and Inclusion support for participants was requested. 

Review the Budget section

 

13. Save the mobility activity

You can add Overall Comments for the mobility activity, if required.

For compliance with the EU General Data Protection Regulation, please do not include any sensitive information about the participant's personal situation related to special needs, racial or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, health or sexuality.

Click on the Save button to save the mobility activity. 

Review the Budget section


14. Mobility activity status "Complete"

Once all sections have been updated and all mandatory fields are filled in, the mobility activity status changes from Draft to Complete. It is still possible to edit the mobility activity details at any stage, as long as the beneficiary report has not been submitted.

Information

Before submitting the Beneficiary report , you will need to re-check all mobility activities, to make sure they still comply with all validation rules. Where available, the Revalidation of mobility activities functionality can be used for this purpose.

The mobility activity now displays in status Complete in the List of mobility activities .

Once items are added to the list, the following icons become available under the Actions column:

  1. Delete - click on this icon for the desired item and follow the onscreen instructions to delete it.
  2. View - click on this icon to open the details of the selected item in read-only mode. All fields are greyed out and you will not be able to change any details.
  3. Edit - open the details of the selected item in edit mode. Make the desired changes, then click on the Save button at the bottom of the screen to save the updated information.

See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.

In addition, you have the option to copy an existing mobility activity using the Duplicate (4) functionality. See Duplicate a Mobility activity for details. 

Mobility activity completed